User Guide. p f Renaissance Park. mymarketplace User Guide V2 Page 1

Transcription

1 User Guide p f Renaissance Park mymarketplace User Guide V2 Page 1

2 Table of Contents: I. Introduction. Page 3 II. Accessing mymarketplace. Page 4 III. Understanding Punk-Out v. Link-Out Catalogs Page 6 I. How To Place An Order...Page 7 II. The Check Out Process....Page 8 a. Edit Shipping Information....Page 8, 9 b. Edit Cost Center Information.....Pages 9, 10, 11 c. Submitting Your Order... Page 13 d. Order Number... Page 14 III. Order Status Page 15 IV. Contact Information...Page 16 V. Help Page 17 VI. Invoicing & Reconciliation..... Page 18 mymarketplace User Guide V2 Page 2

3 Introduction mymarketplace is Northeastern University s preferred channel for purchasing goods. The system is maintained and administered by Procurement Services. It is an ecommerce system accessed through myneu. mymarketplace is a convenient and easy to use online shopping site for authorized faculty and staff. Automated electronic invoicing creates a seamless transaction for both the user and the supplier. mymarketplace is powered by Sollod Technologies System. As a mymarketplace user, you can: - Purchase goods online from your desktop with any mymarketplace enabled supplier - View your order history - Create and manage favorites list [Supplier Specific] NOTE: Purchases made on mymarketplace are not encumbered in Banner Finance. The cost will be reflected when invoiced from the supplier. Weekly invoicing will occur. Please contact Procurement Services if you need assistance, procurement@neu.edu, mymarketplace User Guide V2 Page 3

4 Accessing mymarketplace To start using mymarketplace, you must be an authorized user. To become an authorized system user, you must fill out and submit the mymarketplace access form. The form can be found on the Procurement Services website: Procurement Services administers all user profile access, based on the information provided on the mymarketplace access form. mymarketplace lives on your Faculty/Staff myneu portal under the Services and Links tab: University Related Purchases space on the portal has been designed to assist with your Procurement, Accounts Payable and Travel needs. To access mymarketplace, click on link next to the logo. mymarketplace User Guide V2 Page 4

5 Once you are logged into mymarketplace, your page will look similar to this: If you do not have authorized access to mymarketplace, you will be directed back to the Procurement Services webpage. mymarketplace User Guide V2 Page 5

6 Understanding Punch-Out vs. Link-Out Catalogs mymarketplace hosts a variety of supplier catalogs. The catalogs may be in one of two formats: Punch-Out or Link-Out: Punch-Out Catalogs: Punch-Out Catalogs are supplier catalogs that are linked directly from mymarketplace. It allows the user to browse, purchase and pay through mymarketplace guaranteeing the user Northeastern s preferred pricing. Billing is performed by the user selecting their Index. (EX: Staples & Fisher Scientific) Link-Out Catalogs: Link-out supplier catalogs are links in mymarketplace that bring you to the preferred supplier s web based catalog. Depending upon the supplier, you may need to contact the company directly to set up a separate user account. Link-Out supplier catalogs do not have the same billing functionality as hosted catalogs. (EX: Rebecca s Café & Pitney Bowes) mymarketplace User Guide V2 Page 6

7 How To Place An Order 1. Once you are logged into mymarketplace, you can click on any of the Supplier Icons. Click on the supplier icon to begin shopping 2. After you click on the Supplier Icon you will be directed to the supplier s Hosted Catalog. At this point, you have left mymarketplace. You can shop online using supplier specific features such as shopping lists, order status, returns, etc. Once you fill your basket/cart with items and you are finished shopping with that supplier, you can Checkout. When you are done shopping you can checkout and submit your order for payment 3. You may need to confirm you are ready to submit your order You may need to confirm/review & submit your order mymarketplace User Guide V2 Page 7

8 The Check Out Process After you Check Out and Submit your order, you will be directed back to mymarketplace to complete your order. Click Edit Shipping Information to edit your shipping information Your delivery location will be defaulted from your access form. If needed, you can edit your shipping information (yellow blocks): You can only update your shipping/delivery information in yellow blocks Once the address is complete, click continue You can also change the campus address by editing the Shipping Label. mymarketplace User Guide V2 Page 8

9 Click Shipping Labels to change the campus address You can also Edit Cost Center Information Click Edit Cost Center Information to change Center/Budget/Index & account codes mymarketplace User Guide V2 Page 9

10 Click Edit to change the cost center info mymarketplace User Guide V2 Page 10

11 Click the dropdown box to see additional Index # s Enter the % you would to charge to this Index & click Add. Continue this process until 100% is distributed Click the dropdown box to see additional Account Codes mymarketplace User Guide V2 Page 11

12 Split charges are entered by selecting additional index and/or account codes until 0% is remaining The remaining balance to distribute will show here Enter the % you want to charge to this Index & click Add. Continue this process until 100% is distributed Click Submit to save your Index & Account code changes mymarketplace User Guide V2 Page 12

13 After you have reviewed your order, you can either cancel the order or submit it for approval. NOTE: After you review your order, verifying all information you entered is correct, click Submit for Approval to place your order If your order is >/=$3,000, it will be routed to Procurement Services for approval. If your order is <$3,000 it will be automatically submitted to the supplier. To check the status of orders waiting for approval, please mymarketplace User Guide V2 Page 13

14 After your order is submitted, you will be directed to the order confirmation page: Your Order # is important! The order number appears after you submit your order. To review your order or invoicing information, refer to your order number. Your mymarketplace order number follows you through the whole buying cycle. You will receive an confirmation from Procurement Services. Depending upon the Supplier, you may also receive a confirmation or shipping . mymarketplace User Guide V2 Page 14

15 Order Status To review your order, click on ORDERS on the tool bar. To review your orders, click on ORDERS You will see all of your submitted orders: Click the column heading to sort that column, click it again to sort descending Click on View to see your order details. The Order Status page shows the status of each order in mymarketplace. The default sort is by order date. Possible Statuses: Approved: The order has been approved but has not been set to the supplier Auto Approved: The order has been automatically approved and has been sent to the supplier (<$3,000) Sent: The order has been sent to the supplier Awaiting Approval: The order is over $3,000 and is waiting for Procurement Services to approve Approval Declined: Procurement Services has rejected the order Canceled: The order was canceled by the user Current Order: The order has not been sent to the supplier. The user started the order but did not click the Submit for Approval button. To cancel or submit a current order, click view and then click cancel or submit. Supplier Rejection: There is a problem with the order. Please contact Procurement Services procurement@neu.edu, for more information. mymarketplace User Guide V2 Page 15

16 Contact Information Supplier Contact Information can be found under CONTACTS mymarketplace User Guide V2 Page 16

17 mymarketplace Help Page Help Page mymarketplace User Guide V2 Page 17

18 Invoicing & Banner Reconciliation Electronic invoicing will occur weekly, on Mondays. If some items in an order are not shipped together (back ordered, etc.) part of your order could be on a different week of invoices. Eprint v. month close reconcile your invoices To dispute charges, follow these steps: 1. Go to mymarketplace 2. Check orders by order # Note: you can only view your orders 3. Review order information and compare to invoice 4. The University s tolerance amount is $25. As long as the invoice is within $25, then it is appropriately reconciled Note: Procurement Services monitors the transactions with a $25 in difference. We are not blindly charged from our suppliers. 5. To view your transactions on your budget, use Eprint or Banner 6. If there is an error, contact the supplier. The contact information is on mymarketplace mymarketplace User Guide V2 Page 18